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INTEGRATIONSEXACT ONLINE + CHATGPT

Connect Exact Online to ChatGPT

You'd rather ask ChatGPT 'what's outstanding for this customer?' than build a report in Exact Online. You can, if you give ChatGPT access through your own middleware to exactly the data it needs, and not to your entire books.

More on Exact Online integration
4.8 from 127 reviews
ISO 9001 & 27001
Exact OnlineAccounting and ERP
  • Outstanding items per customer goes to ChatGPT
  • Revenue and costs per period goes to ChatGPT
  • Account details goes to ChatGPT
  • Proposed entry or reminder comes from ChatGPT
ChatGPTAI assistants

Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman

The situation

In every organisation, people occasionally have a question for accounting: sales about an outstanding invoice, management about last quarter's revenue. Right now such a question goes through finance. If your team already works with ChatGPT, it makes sense to ask those questions there.

ChatGPT can't look into Exact Online by itself. You connect them with an MCP server: a middleware layer that talks to the Exact API on ChatGPT's behalf. Whoever builds that layer decides what ChatGPT may see and do. That's where you handle security.

What moves between them

For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.

  1. 01Outstanding items per customerExact Online → ChatGPTwhen a user asks for them

    The middleware reads the outstanding items from Exact and gives ChatGPT the number, amount and due date of each invoice. No bank details, no notes.

  2. 02Revenue and costs per periodExact Online → ChatGPTwhen someone asks for an analysis

    Totals per month, general ledger account or cost centre. The middleware calculates the totals; ChatGPT doesn't get every journal line and so doesn't have to add things up itself.

  3. 03Account detailsExact Online → ChatGPTwhen someone looks up a customer

    Name, city, customer number and payment terms. An account in Exact can also contain sensitive fields, such as a BSN (Dutch citizen service number). The middleware never passes those on.

  4. 04Proposed entry or reminderChatGPT → Exact Onlineonly after an employee approves

    If you let ChatGPT prepare something, the middleware turns it into a proposal in its own approval list. An employee approves, and only then does it go to Exact.

Off the shelf or custom

Not always. If an existing integration for Exact Online and ChatGPT does exactly what you need, we'll tell you.

What already exists

There are MCP servers for Exact Online from other vendors that you can add as an app in ChatGPT. Your books then run through their server, with their choices about which tools read and which write. So check who manages the server, what it can do, and whether you have a data processing agreement with that party. The apps OpenAI builds itself can only search; for write actions you need your own MCP app.

When you need custom work
  • You want to decide yourself which data ChatGPT gets to see, down to the field.
  • You have several Exact administrations and not everyone may look into every one.
  • You want to log every question, call and answer for your own audit trail.
  • You want ChatGPT to prepare proposals that an employee approves, rather than posting entries itself.
AI in between

AI reads, sorts and prepares a suggestion. Where it matters, a person decides.

Answers for colleagues outside finance

Before a meeting, an account manager asks what's outstanding for a customer and how quickly they usually pay. ChatGPT fetches it through the middleware and gives a short answer. Finance doesn't have to run a report every time.

Explaining the numbers

Management asks why costs were higher in March. ChatGPT compares the totals per general ledger account with previous months and points out where the difference lies. That's a starting point for the conversation with finance, not a replacement for it.

What it doesn't do

ChatGPT doesn't post entries, doesn't match payments and doesn't file VAT returns. It can misunderstand a question or see a connection that isn't there. Have figures that lead to a decision checked by someone who knows Exact.

What to watch

Small tools, read-only

Build specific tools, such as 'outstanding items for customer X', instead of one tool that passes any API call through to Exact. Enterprise and Edu admins can switch individual actions of an app on or off. On Business, a published app can't be modified; you create it again.

Logging and limits

Log for each question who asked it, which tool ran and which data went back. Your own app registration gets 60 calls per minute and 5,000 per day per administration; all apps together fall under the fair-use limit of your Exact contract. A cache stops ChatGPT fetching the same data again and again.

Where your data goes

What the middleware returns becomes part of the conversation at OpenAI. For ChatGPT Business, Enterprise and the API, OpenAI doesn't train on your data by default, including data from apps. Storage in Europe is available for new Enterprise and Edu workspaces and the API, but beta features aren't covered.

GDPR and data processing agreement

Exact contains personal data: contacts, sole traders, sometimes consumers. Sign the data processing agreement (DPA) with OpenAI, add the processing to your records of processing activities, and send only the fields needed to answer the question.

How we build an integration

  1. What goes where

    Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Outstanding items per customer, Revenue and costs per period, Account details, Proposed entry or reminder.

  2. Fields and rules

    For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: Small tools, read-only, Logging and limits, Where your data goes, GDPR and data processing agreement.

  3. Testing with real cases

    In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.

  4. Live, with logging and monitoring

    Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.

The Your Tech Club team at the office in Amsterdam
Amsterdam
Who you'll talk to

No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.

Joey van VlietJoey van VlietFounder
Yassine SeghrouchniYassine SeghrouchniFounder
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Frequently asked questions

Can ChatGPT look into Exact Online directly?

Not without an integration. You connect ChatGPT to an MCP server that talks to the Exact API on ChatGPT's behalf. That server decides which data ChatGPT can request and whether it may change anything.

Which ChatGPT plan do I need?

Full MCP support, including write actions, is available in beta for ChatGPT Business, Enterprise and Edu, on the web. An admin switches on developer mode and publishes the app for the workspace. With Pro, you can only connect MCP servers with read and fetch permissions in developer mode.

Can ChatGPT also post entries in Exact?

Technically it can: ChatGPT supports write actions through MCP and can ask for confirmation first. For financial changes we advise against it. Let ChatGPT prepare a proposal that an employee approves in your own environment, and give the middleware only the Exact permissions it needs for that.

Does OpenAI train on my accounting data?

With ChatGPT Business, Enterprise and the API, OpenAI doesn't use your data for training by default, including what comes in through apps. If you share feedback with OpenAI yourself, that may be different. So use a business plan for accounting data, not a personal account.

Can our MCP server run on our own network?

ChatGPT connects to MCP servers over the internet. If your server is on a private network, OpenAI offers Secure MCP Tunnel to reach it without making it public. The server itself talks to Exact through the regular API, with OAuth 2.0.

Does the same middleware work for Claude too?

Yes. MCP is an open standard that both ChatGPT and Claude support. One well-secured MCP server for Exact can serve both, with the same rules about what is visible.

Related services

Exact Online integrationCloud accounting and ERP software from the Dutch company Exact, widely used by SMEs and their accountants.ChatGPT integrationOpenAI's AI assistant, for teams as ChatGPT Business or Enterprise and for your own software through the OpenAI API.What does an integration cost?Get an estimate in two minutes
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Sources

The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.